Post approval process and forms

A key part of the recruitment planning process is to consider firstly whether there is a requirement for a post and if there is, to make a case for the recruitment to it. This applies equally whether you are considering filling a vacant post or recruiting to a new post.  For every case however the following should be considered:

• what is the main purpose of this post?
• what is the operational and financial case for recruiting to/refilling this post?
• could the functions of this role be absorbed within the existing staff complement across the School/Directorate?

All staffing requests must go through the following approval process.

The Senior Vice-Principal will have authority for School staffing and the University Secretary & Chief Operating Officer will have authority for Professional Services staffing as follows:

• approving replacement of all posts at Grade 8 and below, where the cost is within recurrent budgets
• approving all new posts at Grade 8 and below, where the cost is covered within recurrent budgets
• approving short term fixed appointments (including casual pay, maternity and sickness cover) that do not have commitments beyond 12 months and which do not exceed approved budgets
• reallocating pay budget from one Directorate to another

For posts fitting the above criteria, the Delegated Staffing Request form must be completed.

The Planning Resource Group will have authority for:

• approving all posts at any grade where the cost is NOT within recurrent budgets
• approving replacement of all posts at Grade 9 and above, where the cost is within recurrent budgets
• approving fixed-term staffing commitments that extend beyond 12 months or where the cost exceeds approved budgets
• any other budget approval which has not been specifically delegated above

For posts fitting the above criteria, the PRG Staffing Request form must be completed.

When completing the form, consider:

• Any business cases or papers being submitted to UEG which require unbudgeted resource or recruitment of Grade 9 or above need to be approved by PRG before they can be submitted to UEG for further discussion and approval or otherwise.
• Highlight when there is an approved budget or business plan as this will inform the decision more readily. This can be added as an appendix.
• Ensure the financial implications are understood in respect of meeting budgets. If it is not possible to work within the pay budget, explain why.
• If it is for multiple FTE with similar roles, it is possible to use one form – but remember to make this clear and attach any organisational chart and/or business case as an appendix.

Once the correct form is completed:

•  Ensure the form has been signed by your Finance Business Partner and Senior People Partner and is then sent to the PRG email (please ensure you also cc them into your email)
• The People Support team will manage the PRG mailbox and will ensure delegated requests are sent to the Senior Vice Principal or University Secretary and Chief Operating Officer once a week (with a summary sheet) and the other requests for PRG are added to the next PRG meeting agenda.

Staffing requests will be considered by the Planning Resource Group on a monthly basis. Urgent requests can be considered and approved via email by the Group at the instigation of the Senior Vice-Principal or the University Secretary & Chief Operating Officer.

All staffing approvals by the Senior Vice-Principal and University Secretary & Chief Operating Officer will be reported to the next formal meeting of the PRG. PRG minutes will be reported to UEG and all papers made available to UEG members.

These procedures are not applicable to posts funded by research or other external funding, unless they have an element of core funding. These types of posts will continue to be authorised through Research Finance Services and the People Support team.

Which form to use?

If the post is fully externally funded, use the award letter and seek confirmation from RFS or your Finance Business Partner about how to proceed. 

If the request is for multiple positions, complete the PRG staffing request form for multiple positions.

If the request is for a new post (unbudgeted) or a Grade 9 or above replacement, complete the PRG staffing request form.

If the request is for a Grade 8 or below replacement or a temporary arrangement, complete the Delegated staffing request form.